EVENT PLANNING SEMINAR

Comments (0)

Transcript of EVENT PLANNING SEMINAR

EVENT PLANNING Event Planning StaffStep 1: BrainstormWhat type of event are you going to have?Step 2: Consider all the possibilities there are for you! Student Union roomsRoom OptionsToday's Goals:To teach you HOW to plan an event from START to FINISHAssist with any QUESTIONS you haveInform you of what is available as OPTIONS for rooms/equipmentMake you aware of the necessary STEPS for a successful eventLauren AdamoKyle JohnsonKeven AllenPamela MichalskiAshley SimmonsAssociate DirectorAssistant DirectorEvent PlanningAssistant DirectorOperations Event CoordinatorEvent PlanningGraduate AssistantEvent PlanningEvent Planning starts with Planning!!!Think about the DETAILS!No detail is too big or too small when it comes to planningQuestions to askWill there be costs?Will you need security?Will you have food?How will you market the program?Who do you want to come?What type of set up do you want?What supplies/equipment will you need?Non-Student Union roomsStudent UnionNon-Student UnionTraditions Plaza

Free SpeechBreezewayClassroom spaceAlumni CenterUniversity TheatreCampus RecreationLife Long LearningRoom SetsConferenceU-ShapeLectureClassroomBanquetEquipmentStudent UnionNon-Student Unionstagingtableschairsdry erase boardmicrophonesspeakerstelevisionsvideo conferencing*podiumsLCD packagesFREE for student organizationsDo NOT assume that your venue will be able to supply all of the equipment that you will need. You will want to check with them about what they provide free of cost and what they charge for. Most often when the venue does not supply the equipment you need to contact

AV Services and/or

Physical Plant.Audiovisual Services*charges apply to use these servicesRequest must be made 72 hours prior to your eventThe following audiovisual equipment is available:

• PA Systems• Document Projectors• Data/PowerPoint Projectors• Mobile PC carts • DVD/VCR Combo Player• Blueray DVD PlayersPhysical Plant - Work ControlOnline work order request form must be completed a minimum of 7-10 days prior to the date of your event.Equipment offered:6 ft. tableschairsgarbage canspodiumStep 3: Involve Your Advisor!Make sure they know details of every eventLet them HELP you when you are uncertain of any policies and proceduresYour advisor should play an active role in your planning processStep 4: Requesting roomsWe ONLY accept room request forms online via Owl Central1) Log onto Owl Central fau.edu/getinvolved2) Click "My Shortcuts" and choose which organization you are reserving for3) Click on "Events" and select "+Create Event"4) Fill out event form and submit it*the primary contact or advisor must give you access to request rooms via Owl CentralReserving Outdoor SpaceBreezewayAvailability: 10am-2pm M-FReserved on Owl Central Max of 2 tables (except special events)NO amplified soundDonations and Food require the same procedures in the Breezeway as anywhere else (food waiver/fundraising form) To request multiple days you only need to submit once and list each day (for current month) = 1 submission, not 5 different requests Free Speech Lawn/SO RotundaReserved on Owl CentralWe will request the tables and chairs as indicated on requestNO amplified soundTraditions PlazaReserved on Owl Central Equipment Availableportable PA system with microphonestagetables and chairspodium

*sound equipment and stage must be picked up from UN 203 with ID**ONLY outdoor location to permit amplified sound and ONLY between 12pm-1pmReserving non-union roomsClassrooms*FREE for registered student organizationsOther things to consider:FoodAlcohol PolicyFundraisingRequires a separate form done on Owl Central and a meeting with the Director of Student InvolvementAlcohol registration form found onlineSubmit to UN 203 15 business days prior to eventSecurityMediaMedia Relations must be notified when an outside media agency or government official is attending an event

concert/dance/probate/come out showevent takes place after 11pmcash is being exchangedevents with 80 people or more*events open to the general publicFAU has a contract with Chartwells to provide all catering and food service needs on campusChartwells has the right of first refusal. Food from elsewhere must be on the approved vendors list and be approved with a Food Waiver Donations: a donation letter from the outside vendor will be required and a Chartwells comparison quoteCo-Sponsorship Policy-when a registered student organization teams up with an external/department organization to host an eventCertain charges will apply for all co-sponsored eventsThe advisor on record for the student organization must be involved in all meetings related to the event, sign paperwork/contracts, and attend the event15-50% of the attendees must be FAU students to be considered a co-sponsorshipMembers of both parties must be present during planning, event, clean-up, and meetingsAdvertisement/FlyersYour event must be approved before you can advertise your event.All advertisements must include the ADA statement found on the flyer approval form.Movie RightsCancellation/Change Request FormSubmit form 2 business days prior to the event to UN 203Your advisor's signature is required if the date, time, and/or location is changing or if it's being cancelledPossible changes include: equipment, date, time, locationNO SHOW POLICYNo Show: equivalent to a cancellation less than 2 business days before event1st no show: receive a written warning2nd no show: reservation suspension for 14 business days3rd no show: reservation suspension for semesterStep 6: Leading to the Day of your eventFollow up with:Presenters/performersCateringArrive early to test equipment Use the Set Up time to prepare the room for your eventWe assign a minimum of 30 minutes but you can request for more timeFees vary depending a number of factors(ie. # of attendees)When other charges may apply:If >50% of attendees are non-FAU students, you will be charged at the department/external rateLaborEquipmentRoomParkingSecurityetc. Words of WisdomSubmit room requests via Owl Central as soon as the Union begins accepting them (about 2 months before the end of the previous semester)Plan in advance!Select dates for events and meetings early in the previous semester*If you plan on having an event outdoors reserve an indoor rain site for back up*First speak to the venue to reserve the room*Finish by submitting the event request via OWl Central and mark off that you have prior approval to use the venueDepartment: Office of the RegistrarTypes of events held at these locations: general meetings, conferences, presentationsClassroom capacities are between 20 to 295 peopleA/V Equipment can be rented through A/V ServicesReviewed on Owl Central by the Student Union*Some classrooms require prior approval. i.e. Engineering East, College of MedicineNations MPR•Types of events held at this location: conferences, lectures, banquets•Lecture: Can hold up to 110•Banquet: Can seat up to 100•Limited tables and chairs are provided•A/V equipment can be rented through A/V Services•Housing will review requests on Owl CentralHousing Lawn and BBQ PitsTypes of events held at this location: BBQ, Come Out Shows, Carnivals, Sports CompetitionsHousing will review requests on Owl CentralThe Burrow Bar & Grill*Free to reserve for registered student organizations. Charges will apply to rent the space if the event is closed to the public.•Types of events held at this venue: live music, karaoke, comedy shows, movies, watch parties •Capacity of the space is 120 •Bar/Grill Appetizers/Meals/Beverages are offered•Pool tables/darts•Built in PA and projector •Reservations are reviewed on Owl Central by Business Services located by Starbucks. Bldg 8W, rm 124A Amphitheatre*Free to reserve for registered student organizationsTypes of events held at this venue: concerts, come out showsUniversity Theatre*Charges may apply. Please contact the venue administrator.•Types of events held at this venue are lectures and conferences, theatrical shows•Capacity of the space is 530 seats•Reserved by visiting building 9, Dorothy F. Schmidt College of Arts & Letters room 164Athletic Areas*Charges may apply. Please contact the venue administrator for more details.Types of events held at this venue are lectures, banquets, pool partiesCampus Rec will review requests on Owl CentralMAC GymTrack & Field ComplexTennis CourtsOutdoor Basketball CourtsLap & Leisure Pool GymnasiumHenderson FieldsBarry and Florence FriedbergLifelong Learning Auditorium*Charges apply. Please contact the venue administrator for more details.Types of events held at this venue are lectures, conferences, performancesLecture: 500 seatsA/V Equipment can be rentedReserved by visiting building 31D, Life Long Learning Center room 213Marleen & Harold ForkasAlumni Center*Charges apply. Please contact the venue administrator.Types of events held at this venue are conferences, lectures, and banquets

Lecture: Can hold up to 130

Banquet: Can hold up to 110

Reserved by visiting building 94, Marleen & Harold Forkas Alumni Center room 205Number of AttendeesEvents with: 0-15% non FAU students will not be charged*certain conditions apply15-50% non FAU students will be charged as a co-sponsorship

>50% non FAU students will be charged as department/external All flyers must be approved and stamped by the Event Planning Office room 203 to post in the Union.You must obtain a Public Performance License to show a movie prior your eventFirms that handle these licenses include:Criterion PicturesMotion Picture Licensing CorporationSwank Motion Pictures, Inc.Read the confirmation e-mail thoroughly to check that everything is correctA/V EquipmentStagingCateringReserved by visiting building 9, Dorothy F. Schmidt College of Arts & Letters room 164This is an outdoor locationIndoor BasketballCourtsIf you want your meeting to count, you must turn in paperwork to UN 203. Even if it is not taking place in the union.*Palmetto only, specific detailsM-Th 8am-10pm, F 8am-5pmRequest 10 business days in advanceVC Requests*Room vacant 1 hour into the reservation = No ShowCritical risk factors that REQUIRE police:Jessica Lock from The Noun ProjectBenoît Champy from The Noun ProjectStep 5: Follow up with detailsadvertisingmovie rightscaterer/food waiversetup detailssecurity paymentscancellation/change formTo post in resident halls, Union AND Housing stamp are required